Chapter 10 Creating a Template for an Online Form Microsoft Word 2013

Save a document as a template Change paper size Change page color Insert a borderless table in a form Show the DEVELOPER tab Insert plain text, drop-down list, check box, rich text, combo box, and date picker content controls Creating a Template for an Online Form2 Objectives

Edit placeholder text Change properties of content controls Insert and format a rectangle shape Customize a theme Protect a form Open a new document based on a template Fill in a form Creating a Template for an Online Form3 Objectives

Creating a Template for an Online Form4 Project – Online Form

During your life you have probably filled in a form whether it was a federal tax form, a time card, a job application, an order, a deposit slip, a request, or a survey; a form is designed to collect information In the past, forms were filled out with a pen or pencil, but with an online form, you use a computer to access, fill in, and then return the form Creating a Template for an Online Form5 Working with Forms

Today, people are concerned with using resources efficiently To minimize paper waste, protect the environment, enhance office efficiency, and improve access to data, many businesses have moved toward a paperless office You access online forms on a website, on your company’s intranet, or from your inbox if you receive the form via Creating a Template for an Online Form6 Online Forms

A template is a file that contains the definition of the appearance of a Word document, including items such as default font, font size, margin settings, and line spacing; available styles; and even placement of text Every document you create is based on a template Creating a Template for an Online Form7 Saving a Document as a Template

Creating a Template for an Online Form8 Saving a Document as a Template

If you create and save an online form as a Word document, users will be required to open that Word document to display the form on the screen Next, they will fill in the form Then, to preserve the content of the original form, they will have to save the form with a new file name Creating a Template for an Online Form9 Saving an Online Form as a Word Document

Word may change how the groups and buttons within the groups appear on the ribbon, depending on the computer’s screen resolution Creating a Template for an Online Form10 Screen Resolution

If you have multiple graphics displaying on the screen and would like them to overlap, you can change their stacking order by using the Bring Forward and Send Backward arrows The Bring to Front command on the Bring Forward menu displays the selected object at the top of the stack, and the Send to Back command on the Send Backward menu displays the selected object at the bottom of the stack The Bring Forward and Send Backward commands each move the graphic forward or backward one layer in the stack Creating a Template for an Online Form11 Changing the Stacking Order with the Bring Forward and Send Backward buttons

When you insert a 2 x 1 table, Word automatically calculates the size of two evenly spaced columns Creating a Template for an Online Form12 Using a Table to Control Layout

When you remove the borders from a table, you no longer can see the individual cells in the table To help identify the location of cells, you can display gridlines, which show cell outlines on the screen Creating a Template for an Online Form13 Displaying Gridlines in a Table

To add data entry fields in a Word form, you insert content controls Creating a Template for an Online Form14 Inserting Content Controls

Creating a Template for an Online Form15 Content Controls

In a form, you enter a label, such as First Name, followed by a content control To improve readability, a colon or some other character often separates a label from the content control Creating a Template for an Online Form16 Inserting Labels and Content Controls

A content control displays placeholder text, which instructs the user how to enter values in the content control The default placeholder text for a plain text content control is the instruction, Click here to enter text You can change the wording in the placeholder text so that it is more instructional or applicable to the current form Creating a Template for an Online Form17 Inserting a Content Control

Creating a Template for an Online Form18 Inserting a Plain Text Content Control

You can change a variety of properties to customize content controls You can assign a tag name to a content control for later identification You can also apply a style to the content control to define how text will look as a user types data or makes selections, and you can lock the content control so that a user cannot delete the content control during the data entry process Creating a Template for an Online Form19 Changing the Properties of a Content Control

Creating a Template for an Online Form20 Changing the Properties of a Content Control When you apply a style to a content control, the style is applied to the text the user types during the data entry process

To emphasize text in an online document, you can highlight it Highlighting alerts a reader to online text’s importance, much like a highlighter pen does on a printed page Creating a Template for an Online Form21 Highlighting Text

Creating a Template for an Online Form22 Highlighting Text

A document theme has 12 predefined colors for various on-screen objects including text, backgrounds, and hyperlinks You can change any of the theme colors Creating a Template for an Online Form23 Customizing a Theme Color and Saving It with a New Theme Name

Creating a Template for an Online Form24 Customizing a Theme Color and Saving It with a New Theme Name

When you protect a form, you are allowing users to enter data only in designated areas—specifically, the content controls To prevent unwanted changes and edits to the form, it is crucial that you protect a form before making it available to users If you enter a password, only a user who knows the password will be able to unprotect the document Creating a Template for an Online Form25 Protecting a Form

You can restrict users from making certain types of formatting changes to a document or restrict users’ edits to allow only tracked changes, comments, or not allow any edits If you restrict a user to be unable to make any edits, you have made the document read only Creating a Template for an Online Form26 Restricting Users

Creating a Template for an Online Form27 Protecting a Form

Include all essential elements, including the form’s title, text and graphics, data entry fields, and data entry instructions For each data entry field, determine its field type and/or list of possible values that it can contain Save the form as a template, instead of as a Word document, to simplify the data entry process for users of the form Create a functional and visually appealing form – Use colors that complement one another – Draw the user’s attention to important sections – Arrange data entry fields in logical groups on the form and in an order that users would expect – Data entry instructions should be succinct and easy to understand – Ensure that users can enter and edit data only in designated areas of the form Test the form, ensuring it works as you intended Publish or distribute the form—post it on social media, the web, or your company’s intranet, or it to targeted recipients Creating a Template for an Online Form28 Guidelines to Follow When Creating an Online Form

Creating a Template for an Online Form29 Filling In a Form and Saving It